Click to Home
Go To Search

View Other Items in this Archive | View All Archives | Printable Version

Village of Maryville, Illinois

Description Caucus
Date5/9/2007 Location Council Chamber
Time Speaker Note
6:30:20 PM Gulledge Called the Caucus meeting of Wednesday, May 9, 2007 to order and invited those in attendance to join in the Pledge of Allegiance. After the Pledge, he asked for a roll of those officers present. Answering the roll call were Trustees Schmidt, Bell, Callahan, Kostyshock and Garcia. Trustee Limberg was absent. Also in attendance were Deputy Clerk Fenton, Attorney Wigginton, Public Works Director Presson, Police Chief Schardan, Assistant Fire Chief Hartmann, three (3) residents and three (3) reporters.
6:31:06 PM Gulledge Called for approval of the minutes from the Wednesday, April 25th Caucus meeting. He asked if there were any questions, additions or subtractions to the minutes as prepared by the Clerk. There were none. Motion to approve was made by Kostyshock and seconded by Schmidt. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
6:31:44 PM Gulledge Went to first agenda item, replacement of servers in the Administration building and Police Department. Asked Bell to discuss.
6:31:54 PM Bell Stated the Village Hall main data and Police Department servers are over five years old. Explained they have been experiencing problems with the servers and backup system. Stated the Police Department backup has recently been replaced. Stated this bid is to replace the server and tape backup system for the Village Hall and a separate quote for just the server at the Police Department. Stated there is a line item in the budget for these items.
6:33:26 PM Schmidt Asked if the item falls under computer equipment.
6:33:30 PM Bell Answered yes. Stated an additional $4,000 was added to the Police Department and $5,000 added and split between the administrative departments.
6:33:48 PM Gulledge Stated it would be split; however he does not know what the percentages would be.
6:33:58 PM Bell Explained the bid on the Village Hall is $3,999, including a Quick Swap 80 gig backup with 5 tapes and $2,999 for the Police Department server.
6:34:24 PM Gulledge Asked for any questions.
6:34:31 PM Schmidt Asked if it was under software.
6:34:36 PM Bell Stated he does not know where they put it. The two reviewed the budget.
6:34:59 PM Garcia Asked if this is something that should go out for bid.
6:35:13 PM Gulledge Stated they will answer Schmidt's question and then address Garcia's.
6:35:18 PM Schmidt Explained for the Police Department, the item is under maintenance service under computers.
6:35:26 PM Gulledge Questioned why it would be under maintenance.
6:35:30 PM Bell Stated they need to confirm which item Schardan added it to. Added they should do the same for admin.
6:35:38 PM Gulledge Stated they had a question regarding whether it should go out for bid.
6:35:45 PM Bell Answered no.
6:35:52 PM Gulledge Stated it is a professional service. Asked that Computron run the unit prices and extensions out on the bid.
6:36:11 PM Bell Stated he will ask them to.
6:36:19 PM Gulledge Explained it won't change the bottom line; he would simply like to see the charge for labor and materials
6:36:33 PM Schmidt Asked if it includes monitors.
6:36:36 PM Bell Answered yes. Stated they need to get rid of the bulky monitors currently in use. Stated they will go with the smaller LCD monitors to take up less space on the counter in the computer room.
6:37:11 PM Gulledge Asked for other questions. There were none. Confirmed all Trustees agreed to put the item on the agenda for purchase at the Board meeting. Stated by then they will get the unit prices on a new sheet and will know the line items from where they will come in the budget.
6:37:33 PM Bell Commented the one bid needs to be split.
6:37:40 PM Gulledge Stated they will figure out the percentages and where they appear on the budget. Stated he thinks it should be a new purchase versus maintenance. Stated they will add the item to the agenda.
6:38:16 PM Gulledge Went to next item, R Cann Electric, and asked Callahan to discuss.
6:38:27 PM Callahan Stated the pay request from R Cann is approximately 29% of the total, at $17,968.40, less the retainage of $1,796. Stated the request was reviewed and approved by Juneau Associates. Explained after this pay request, they will still owe $43,992.
6:39:12 PM Gulledge Asked for any questions on Pay Application #1 for $16,171.56. There were none. Stated the item will be put on the Board meeting agenda. Commented it has been a pleasure to work with this individual.
6:39:41 PM Gulledge Went to next agenda items and asked Kostyshock and Presson to discuss.
6:39:57 PM Kostyshock Stated they have received the bid results for the 2007 MFT Program. Stated there were two bidders for the class SI concrete: Concrete Supply of Illinois for $69.45/cubic yard; Schwend's Red E Mix Concrete for $79.00/cubic yard. Stated the engineer recommends the Concrete Supply of Illinois bid. Stated the recommendation is for the load charge to be given to Concrete Supply of Illinois for $45.00; bituminous concrete surface to Maclair Asphalt Sales for $42.50/ton; bituminous patching material to CE Mahoney Company for $40.75/ton.
6:41:14 PM Gulledge Stated he thinks there is a mistake on the Schwend's load charge, which should be $50.00 and is missing the 5. Stated they need to check on that.
6:41:34 PM Schmidt Commented on the top sheet under Class SI Concrete, the Schwend's bid says $79; however on the next page it says the unit price is $75.
6:41:58 PM Wigginton Commented either way they are not the low bidder.
6:42:06 PM Gulledge Stated they need to make sure. Commented IDOT was there, so he is not sure why it was not caught.
6:42:16 PM Callahan Commented it says $50 load charge, it just does not carry it over as a unit price.
6:42:20 PM Gulledge Stated he remembers at the opening that it was the load charge. Stated they will check to make sure. Asked for other questions. Explained the State monitored the bid opening.
6:42:49 PM Schmidt Asked how the prices compare to last year.
6:42:54 PM Presson Stated the Class SI concrete was a decrease of $9.55; the load charge is the same; the bituminous concrete surface was an increase of $4.50 from last year; the patching material was an increase of $7.75 from last year.
6:43:20 PM Gulledge Asked for other questions. There were none. Stated after making sure the numbers are right, they will have to approve it and sign the acceptance of proposal.
6:43:34 PM Gulledge Went to next item, Pay Application #5.
6:43:43 PM Presson Stated this pay application is to Petroff Trucking for Old Town Improvement for $159,897.45 for work completed through 3/27/07.
6:44:20 PM Gulledge Asked for questions. There were none. Stated the item will be placed on the Board meeting agenda.
6:44:44 PM Presson Presented Pay Application #6 to Petroff Trucking for $42,116.90 for work completed through 5/4/07.
6:45:06 PM Gulledge Asked for questions. Commented on Pay Application #5 regarding change order #1 for $2,950. Stated that was for the trench drain at 210 South Lange to keep the garage from flooding. Stated the other two have not been finished: The block wall at 215 South Lange; asked whether they did the concrete steps at 209 S Lange.
6:46:06 PM Presson Responded no; they will be going out for bid. Stated the concrete walls referred to will be made a lump package.
6:46:18 PM Gulledge Asked for comments on Pay Application #6. Stated the item will be placed on the Board meeting agenda. Went to next item, Pay Application #4.
6:46:37 PM Presson Stated this project was completed by D&K Backhoe as of 5/1/07 for an amount of $35,337.15. Stated the only thing left is the 5% retainage which is $16,000.
6:47:05 PM Gulledge Asked if they made the cut at Tegtmeier's.
6:47:10 PM Presson Stated the job is completely finished and they are doing the final grading and seeding as of last week.
6:47:27 PM Gulledge Confirmed they blocked the line in the manhole along Route 159 and kept the line intact.
6:47:34 PM Callahan Asked if the retainage is 5% because it's done. Confirmed it stays 10% until done.
6:47:46 PM Presson Stated they can request to be reduced to 5% under the contract if work is completed on time. Stated D&K requested this.
6:48:00 PM Gulledge Commented he caught the item at the Public Works meeting. Stated he told Juneau from now on they will not agree to 5% reduction.
6:48:15 PM Callahan Asked if it is in the contract with Petroff for Old Town.
6:48:22 PM Gulledge Responded he does not know. Stated the D&K Pay Application will be placed on the Board meeting agenda.
6:48:47 PM Gulledge Went to next item.
6:48:51 PM Presson Stated the next item is replacement of the low service pump at the water treatment plant. Stated they have used the spare motor and need to replace it. Stated it is cheaper to buy a new pump than repair the old. Stated they have received two bids, and recommends the 30 hp pump from Layne Western for $2,936.
6:49:32 PM Gulledge Stated they always keep a backup. Commented they are contemplating redoing the low service pumps in the near future.
6:49:43 PM Presson Stated not purchasing a low service pump is not an option because with the way the computer system is set up on an alternating system, there is no way to bypass it without doing it manually.
6:50:07 PM Gulledge Asked for questions.
6:50:10 PM Schmidt Asked the kind of warranties on the pumps.
6:50:12 PM Presson Stated it is a standard pump. Stated you are looking at a "tailgate" warranty.
6:50:29 PM Gulledge Asked for other questions. There were none. Stated he would classify this as an emergency unless the Board disagrees. Told Presson to order the pump. Presson commented it will be six to eight weeks before they receive it. The Board was in favor.
6:51:10 PM Gulledge Went to next item, Zero Turn Radius Mower.
6:51:17 PM Presson Commented this will be his first large purchase of the year on this budget. Stated they received four bids. Stated he recommends the low bid from Franko Small Engine Service for a Torro Z593, which is the exact mower they purchased used last year. Stated it is a 23 hp, diesel engine, 60 inch deck with rubber chute. Schmidt asked how the service has been on the mower purchased last year. Presson responded they have had no problems with this model. Stated the Mayor asked how many zero-turn mowers they currently have: They have three in service; one is down due to a maintenance problem which will come to the Board with a recommendation to classify it as surplus and dispose of it; another with a deck in need of repair for which they have received a first estimate of $2,300.
6:53:09 PM Bell Asked if they are rough or finish cut.
6:53:11 PM Presson Responded finish cut. Commented the low bid was $9,969.12
6:53:53 PM Gulledge Asked for any questions. There were none. Stated the item will be placed on the Board meeting agenda. Commented it is in the budget. Commented they are trying to do as much of the park as they can with a finish mower.
6:54:22 PM Presson Stated this will allow them to cut the portion the Park Committee was worried about, which is the playground area and pavilions.
6:54:33 PM Gulledge With no further questions or comments, stated the item will be placed on the agenda. Asked for any questions for Presson.
6:55:06 PM Bell Asked whether Presson has on his To Do List to drag the walking trail.
6:55:16 PM Presson Stated they have lime ordered, which was due in last week. Stated they will spray and grade and add lime within the next five to seven days. Explained they have been backed up on other projects.
6:55:37 PM Bell Stated at the time the drainage was done last year on the west side of the trail Presson indicated they would work on the area by the gazebo. Asked where this project is on the list.
6:56:10 PM Presson Asked whether this was a budgeted item. Commented raising the ground will not solve the problem; they need to put in a drainage system. Stated the project will be between $5,000 to $7,000.
6:56:45 PM Bell Clarified that will be a total park expense.
6:56:54 PM Gulledge Commented they need to figure it into the Park budget. Asked for other questions for Presson.
6:57:04 PM Callahan Thanked Presson on behalf of the Improvement Board for going through the hassle regarding planting flowers along Route 159.
6:57:14 PM Gulledge Thanked Presson for his attendance and excused him from the meeting.
6:57:19 PM Gulledge Asked Schmidt to comment on the budget.
6:57:23 PM Schmidt Stated the budget was on the agenda for discussion this evening; however the Mayor fell ill and was unable to go over the final draft. Stated in the interest of giving everyone more time to review, the discussion will be tabled until the next Caucus meeting.
6:58:34 PM Bell Asked if the drainage would be under maintenance service of grounds.
6:58:40 PM Gulledge Responded he will look at it with him later. Went to Public Input. There was none. Went to To Do List, page 1.
6:59:00 PM Schmidt Asked the percentage of completeness of the rewiring at the Police station.
6:59:06 PM Callahan Responded it was stated earlier at approximately 29%. Commented the Fire Department driveway needs to be redone.
6:59:31 PM Gulledge Stated that is up to him and Flaugher to include in the budget. Stated he is hesitant to tear the whole side out until they know what is causing the problem. Stated he liked the idea of cutting a section out to figure out what is going on. Stated he is afraid it might be subsidence.
7:00:00 PM Callahan Responded that the Catholic church has had subsidence; however he is unaware of any problems with the actual firehouse building.
7:00:08 PM Gulledge Responded they had trouble with one door.
7:00:15 PM Callahan Suggested they pick the worst section and hire someone to take it out and look at. Commented it has been on the list for a long time.
7:00:30 PM Gulledge Stated they should talk about it with Bell and Flaugher and make a decision.
7:00:42 PM Schmidt Stated according to the figures from Flaugher for the budget, there is $125,000 under maintenance service of building. Commented he is unsure whether that is one side or both.
7:01:06 PM Gulledge Stated in his original discussion with Flaugher, he indicated he would fix one side. Commented he is unsure whether they left money in the line item for other things, as it is a ten-plus year old building.
7:01:14 PM Schmidt Stated he has it listed as "replace driveway pads", plural.
7:01:20 PM Callahan Asked whether they have to hire somebody to cut it out or can the Village use their employees.
7:01:29 PM Gulledge Stated they would need to talk to Presson. Commented it is a big job. Commented they should not start until after the homecoming. Stated they will discuss the issue. Asked for other comments on page 1. There were none. Went to page 2.
7:01:58 PM Bell Asked to add the drainage issue near Merz gazebo.
7:02:23 PM Gulledge Asked for other comments. There were none. Went to page 3. There were no comments. Went to Calendar Updates.
7:03:02 PM Bell Explained he is experimenting with a new calendar and displayed it via the projection. Commented it is different looking. Explained it will enable multiple people to make entries. Stated the Mayor's ideas were to train Tracy Fenton, Jolene Henry, Melissa Bailey, Kevin Flaugher, and maybe someone from the Police Department. Commented they do not want too many people involved. Stated the policy will be that the Mayor or a Trustee approves anything for the calendar before input. Explained it allows multiple things on one date; the Outlook calendar would not display more than one item. Explained upon clicking on the event it gives details and a link to a map that will display exactly where the event is to be held. Commented the only problem he has run into is the address must be typed exactly correct, including the notation of United States; otherwise the map is not accurate. Stated they will try this for a while and will get with the individuals for training. Went to events comments: Bike Rodeo is scheduled for Saturday, as well as the Fire Department golf scramble
7:05:20 PM Schmidt Commented the Economic Development Committee meeting is scheduled for next Monday at 7:00 p.m.; the Rabies Clinic is scheduled for Saturday, the 19th from 9:00 a.m. to noon.
7:05:45 PM Gulledge Asked for other comments. There were none.
7:05:59 PM Bell Displayed June calendar: Commented on the Movie in the Park events, which start on the 29th. Stated they have planned five (5) movies over the course of the summer. Commented the first movie, Babe the Gallant Pig, is sponsored by Beatty and Motil. Discussion was held regarding sponsorship from Wigginton. It was determined that Wigginton is sponsoring the movie Field of Dreams.
7:07:35 PM Gulledge Asked for other comments on June. Went to Trustees' comments.
7:08:00 PM Callahan Stated the MCIB meeting was held Monday evening. Stated because of the weather the Khoury League Opening Day Celebration was rescheduled to this Saturday. Stated the Mayor will throw out the first pitch and a field will be dedicated to Ken Oberkfell, as well as other events. Stated discussions were previously held as to approving the MCIB events, one of which was rent some inflatables and other odds and ends for the Khoury League event. Explained the MCIB did not have any funds, so the Khoury League agreed to pay for the equipment and be reimbursed from the MCIB once the budget is approved. Stated the same has happened with the flower committee, as they have been spending money out of pocket. Stated he told the individuals to save their receipts and turn them in to the Village for reimbursement. Stated next year they won't have this problem, as the MCIB will be established with a budget. Stated they had a good meeting. Stated welcome signs were discussed. Stated the committee will present a sign proposal to the Board using the Village logo, less than 48 square feet due to IDOT restrictions displaying population, and will ask permission to send out for design-build bids. Stated they will price for as many as five signs with options as to purchase of one at a time, two at a time, etc. Stated the bid will go before the Village Board for approval before decision. Schmidt asked about material. Callahan answered they are looking at brick; however they will leave it open to ideas from the designers.
7:12:22 PM Gulledge Commented several communities have done such signs with many different materials.
7:12:49 PM Callahan Commented on the visibility issues, which is why the suggestion was made to solicit design-build bids for ideas.
7:13:39 PM Garcia Asked if the MCIB was planning to revise the logo.
7:13:48 PM Callahan Stated the general opinion of the Board was to use the Village logo including the graphic so as to avoid contradiction of other signs in town.
7:14:32 PM Gulledge Clarified Garcia's question was regarding the suggestion at one of the early MCIB meetings that perhaps they should look at revising the logo. Explained the MCIB likes the logo as is, and brought up the fact that there is already a lot of money invested in it in displays all over town, letterhead, etc.
7:15:09 PM Callahan Stated the next committee report was regarding a "Welcome Wagon". Stated they spoke about working with the Troy Chamber of Commerce. Stated they have a lot of material gathered from various businesses. Stated they have asked permission to store material in the room upstairs. Stated they plan to start processing the packages soon. Stated they have eliminated mailing of the packages; instead they will make sure that all new residents receive one, and anyone else interested can come to the Village Hall to pick it up. Stated there will be no mailing expense; however they will still need $3,000 to $5,000 in expenses. Stated they have not yet put out the bid for printing. Stated the other committee discussed was the Safe Routes to School program, which is a grant so there are not funds to be expended. Stated Juneau is looking into sidewalks and traffic control devices for the grant. Stated one person resigned from the MCIB due to moving from the community. Stated Mayor has already started the process of replacing the position.
7:17:59 PM Bell Asked the starting time of the Opening Day Ceremony. He was told 9:00 a.m.
7:18:11 PM Kostyshock Stated the newly elected Library Board was sworn in last night. Stated they also appointed new member, Donna Kocot due to the resignation of Roger Shoup. Discussed the plans for the summer such as the reading program. Stated a meeting was scheduled for July 10th at 6:30 p.m. with he and Bell regarding the new building proposal. Next, stated at the last meeting he brought up the issue of restricting planting of new trees under overhead power lines. Commented his opinion it would benefit both the homeowner and community in avoidance of trees falling on lines. Commented he understands they cannot do anything about existing trees. Asked for input from the Board.
7:20:07 PM Schmidt Stated they would have to see a proposal regarding regulating.
7:20:13 PM Gulledge Stated he agrees with the idea; however the problem is regulation.
7:20:19 PM Schmidt Stated they will not have problems in the new developments, as those lines are underground.
7:20:29 PM Kostyshock Agreed it mostly pertains to Old Town. Comments were repeated as to the problem of regulation.
7:21:02 PM Callahan Commented his opinion is residents will not know the rule, as people don't typically call to ask permission to plant a tree.
7:21:33 PM Schmidt Commented the premise is good; however they will also get into types of trees, as some don't grow as tall as others, etc.
7:21:42 PM Gulledge Commented with utility right of ways residents are planting at their own risk, as the utility company can either trim or remove the plantings.
7:21:57 PM Kostyshock Commented the problem with that is they only trim half the tree, leaving the other limbs that could also potentially fall on the lines.
7:22:27 PM Schmidt Suggested Kostyshock see if he can find other ordinances in other cities.
7:22:39 PM Kostyshock Asked Wigginton if he knows of other municipalities with such ordinances.
7:22:47 PM Wigginton Stated it is already contained within the subdivision code under plats stating permanent improvements or planting of trees is prohibited on utility easements. Stated the issue is a matter of enforcing the ordinance.
7:23:07 PM Kostyshock Asked about the old part of town where trees already exist or new could possibly be planted.
7:23:15 PM Wigginton Commented he is not sure. Stated they cannot enact an ordinance retroactively. Stated even old neighborhoods are likely part of a subdivision plat and therefore subject to the ordinance.
7:23:37 PM Gulledge Stated most have utility easements. Reiterated the problem is enforcement. Stated they can look at the issue, but need to come up with an enforcement plan.
7:24:25 PM Callahan Suggested they should identify trees over the lines and ask the power companies to cut them.
7:24:38 PM Gulledge Explained that is the problem. Explained that was the problem with the storms. Stated the only time the companies focus on the issue is when outages occur. Stated the rule is in place, but nobody wants to pay the labor to trim the trees. Stated they will review the issue. Asked for further comments.
7:25:35 PM Kostyshock Commented he was at Drost Park over the weekend, and many people were fishing. Stated they need to try and enforce the size limit on fish, as people were keeping fish that are too small.
7:26:02 PM Gulledge Stated as he said at the time the signs were erected, the rules are great; but they have no way to enforce it.
7:27:13 PM Gulledge Went to Mayor's comments. Stated he received a note from Mark Von Nida's office informing him the Election Board canvassing has been completed. Stated the swearing-in ceremony of the returning, newly elected Trustees will be held next Wednesday evening. Stated this will occur right after the roll call. Next, stated they are still looking for volunteers for the paint collection on Saturday, May 19th. Stated it starts at 8:00 a.m., and volunteers need to be at the Township building on Route 157 at 7:30 a.m. Stated the event will not go past 1:00 p.m. Stated they will close the gates at 12:00 p.m., and will finish within the next hour. Commented his opinion this will be the biggest they have ever had. Stated they would like seven people from Maryville. Next, commented the Khoury League has a strong history in Maryville, and he would like to see as many members of the Village Board as can attend at the Opening Day ceremony on Saturday at 9:00 a.m. Commented it should not take very long. Commented his opinion it is nice that the Village will be dedicating a field in honor of Ken Oberkfell, who has played with the Cardinals and several other teams in the National League. Stated his family still lives here, and he still owns a home here. Commented it would be nice for the Board to make a show of support for the League. Next, commented on the Mayor's Prayer Dinner. Thanked all that were able to come. State they had a good turnout of close to 200 people. Commented it was either the largest or second largest since inception. Stated his appreciation to all that came and the many that helped. Stated they raised some money for the RAP program, although he did not hear exactly how much. Stated he would like to publicly thank the ministers and their congregations, as well as all of the business people that supported this event. Asked for other business to come before the meeting before asking to go into Closed Session.
7:30:43 PM Garcia Asked where the Khoury League ceremony will be held.
7:31:00 PM Gulledge Answered field three (3), behind the concession stand.
7:31:13 PM Wigginton Stated the Board will go into Closed Session in accordance with 5ILCS120/2c2 to discuss collective negotiating matters between the Village and the Fraternal Order of Police. Stated he is not asking for any Board action following the session; he is updating the Board and seeking direction on certain areas.
7:31:39 PM Gulledge Asked for a motion to go into Closed Session. Motion was made by Schmidt and seconded by Garcia. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
7:32:01 PM Gulledge Commented to the gallery, they are welcome to stay; however no formal action will be taken, as this is a Caucus meeting.
8:33:50 PM Gulledge Called for a motion to come out of Closed Session. Motion was made by Schmidt and seconded by Bell. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
8:34:10 PM Gulledge With no further business to come before the meeting, asked for a motion to adjourn. Motion was made by Schmidt and seconded Bell. Voting on the motion: Schmidt - yes; Bell - yes; Callahan - yes; Kostyshock - yes; Garcia - yes. Motion carried.
8:34:25 PM   The meeting ended.

Respectfully submitted,

Thelma Long, Village Clerk

Produced by FTR Log Notes

The Village of Maryville